AppendixD1

Technical Documentation for Maintaining Business Continuity Plan Tool

  1. Overview

The Business Continuity Plan Toolhas some basic technical “coding” built into the spreadsheet using Microsoft’s™ Visual Basic (VB).The “coding” is associated with the print buttons for each of the sections (Critical Business Processes, Critical Equipment or Resources, Technology and Equipment Critical Processes, Staffing Positions, Critical Records, and Departmental Dependencies) within the department tab, as well as the Print All Worksheets button on the Tiers tab. The maintenance of the code is fairly easy for any non-technical person to update however,as a best practice, save a copy of the Business Continuity Plan Tool until there is a level of comfort in making changes with the “code.”

This section will cover the technicalmaintenance of the Business Continuity PlanTool.

  1. Adding Rows to the Business Continuity Plan Tool

The Microsoft™ VB “code” requires that on all of the department tabs, each section have the same amount of rows to ensure proper printing when the Print buttons(Exhibit 1) are utilized.

Exhibit 1:

For the purposes of the Microsoft™ VB “code,” the Critical Business Processesand Critical Equipment or Resources are considered one“section,” the Technology & Equipment Critical ProcessesandStaffing Positionsis another continuous “section,” theCritical Recordsis a “section,” and Departmental Dependenciesis the last “section.”

For example, within Exhibit 2each of the Department tabs (Admin, Cardio Services, Cath Lab, and so on):

Black section (A) — The Critical Business Processess and Critical Equipment and Resources sections start at row 9 and ends at row 39

Blue section (B) —The Technology & Equipment Critical Processess and Staff Positions sections startat row 41 and ends at row 60

Red section (C) —The Critical Records section starts on row 62 and ends on row 77

Green section (D) —The Departmental Dependencies section starts on row 79 and ends on row 102

It is important when adding rows to the spreadsheet within the sections listed in Exhibit 2, the same amount of rowsare also added to the corresponding section; for example, rows added to Critical Business Processes are also added toCritical Equipment sections, and rows added toTechnology & Equipment Critical Processessare also added toStaff Positions sections, etc.

Exhibit 2

Spreadsheet rows can be added to the department tabs all at once. To add row(s) to the spreadsheet in the department tabs, select/groupeach department tab by holding down the “Control” key on the keyboard and left click each tab with the mouse.When the department tabs are selected/grouped, the tabs will change color to white:

Exhibit 3

Insert a rowin the spreadsheet by right clicking on the Excel row where the data needs to be added, select“Insert” on the menu.Within all of the department tabs (as demonstrated in Exhibit 4),two rows(row 18 and row 19) were added to both of the Critical Business Process and Critical Equipment and Resources sections simultaneously.

Exhibit 4

Review the each of the department tabs where the spreadsheet rows were added,check any for formatting problems such as merging any cells that unmerged in the insertion of the rows (blue box) and adding any numbers missing (red box).

Exhibit 5

Each section in Exhibit 6(Critical Business Processes, Critical Equipment or Resources, Technology and Equipment Critical Processes, Staffing Positions, Critical Records, and Departmental Dependencies)now has an updated“location”on each of the department tabs within the spreadsheet:

Black section (A) — The Critical Business Processess and Critical Equipment and Resources sections now starts at row 9 and ends at row 41

Blue section (B) —The Technology & Equipment Critical Processess and Staff Positions sections now startsat row 43 and ends at row 62

Red section (C) —The Critical Records section now starts on row 64 and ends on row 79

Green section (D) —The Departmental Dependencies section now starts on row 81 and ends on row 104

Exhibit 6

WARNING: When Excel tabs are “selected/grouped,” any data entered into an Excel cell will overwrite data on all selected/grouped tabs.After resolving any formatting issues, it is always best practice to “unselect/ungroup”the department tabs to prevent any data within the Business Continuity Plan being overwritten. To ungroup selected tabs, right click on a “selected/grouped” tab and choose “Ungroup Sheets”; the tabs will change to white from their normal color:

Exhibit 7

  1. Modifying the Microsoft™ VB “code”

Subsequently, the Microsoft™ VB “code” will require updatingso the print buttons will print the added rows on each of the department tabs (as shown in Exhibit 7). To update the Microsoft™ VB “code,” right click on any of the Excel tabs andchoosethe menu option “View Code.” A new program will open (as shown in Exhibit 9) where the “code” can be updated.

Exhibit 8

To navigate to the Microsoft™ VB “code” that controls the print buttons, open the “Modules” folder and double-click on“basPrintOptions.”

Exhibit 9

The Microsoft™ VB print module “code” will display for the Business Continuity Plan Tool. This area is the only locationswithin the Microsoft™ VB “code”which needs to be updated for the Business Continuity Plan Tool to function properly.

WARNING:Modifying other lines within the “code” outside of what is outlined in this document, will change how the Business Continuity Plan Tool is laid out. As a best practice, save a copy of your original Business Continuity Plan Tool template before testing modifications on other aspects not described in the next section.

Exhibit 10

The sections A through D control the “code” for the print button on the Tiers tab. Within Microsoft™ VB “code,” the rows for thedepartment sections are denoted as:

Black section (A) —Critical Business Processesand Critical Equipment and Resources sections

Blue section (B) —Technology & Equipment Critical Processess and Staff Positions sections

Red section (C) —Critical Records section

Green section (D) —Departmental Dependencies section

The sections E through J control the “code” for the print button on all of the Department tabs. Within Microsoft™ VB “code,” the rows for thedepartment sections are denoted as:

Purple section (E) —Critical Business Processessection (only)

Orangesection (F) —Critical Equipment and Resourcessection (only)

Dark Red section (G)—Technology & Equipment Critical Processess section (only)

Pinksection (H) —Staff Positions section (only)

Graysection (I) —Critical Records section (only)

Brown section (J) —Departmental Dependencies section (only)

Exhibit 11

To update the printing modules in the Microsoft™ VB “code” for the Tiers Tab,modify the areas marked inExhibit 11 with the new locations (as shown in the Exhibit 6 spreadsheet):

Black section (A) —Critical Business Processesand Critical Equipment and Resources sections should be updated with "$A$9:$V$41"

Blue section (B) —Technology & Equipment Critical Processess and Staff Positions sections should be updated with "$A$9:$V$62"

Red section (C) —Critical Records section should be updated with "$A$64:$V$79"

Green section (D) —Departmental Dependencies section should be updated with "$A$81:$V$104"

To update the printing modules in the Microsoft™ VB “code” for the Business Continuity Plan Tool Department Tabs, modify the areas marked in the Exhibit 11 with the new locations (as shown in the Exhibit 6 spreadsheet):

Purple section (E) —Critical Business Processes section (only) should be updated with "$A$9:$G$41"

Orangesection (F) —Critical Equipment and Resourcessection (only) should be updated with "$I$9:$V$41"

Dark Red section (G)—Technology & Equipment Critical Processess section (only) should be updated with "$A$43:$G$62"

Pinksection (H) —Staff Positions section should be updated with "$I$43:$V$62"

Graysection (I) —Critical Records sectionshould be updated with "$A$64:$V$79"

Brown section (J) —Departmental Dependencies section"$A$81:$H$104"

The green highlighted areas controls the number of pages that each of the department section prints on. The purpose for adjusting the pages is to ensure that all data will be able to be read at a legible size. The more rows a departmental section has, the easier it will be to read if it is printed across multiple pages.

For example, in the Gray section (I) on Exhibit 11, 1 page tall by 1 page wide will print the Staff Positions section on 1 page, while on the Brown section (J) 2 pages tall by 1 page wide will print the Departmental Section on 2 pages.

APPENDIXESPAGE1